An event request letter (also known as a permission request letter for the event) is written when someone wants permission to perform an event, and they need permission from a higher authority such as permission to use school property, asking permission to be on leave, or using someone’s material to work on a project.
It should be written formally, using the correct words so that you can increase your chances of being granted permission.
Permission Request Letter for Event (Format)
To: [Receiver’s Address]
From: [Sender’s Address (optional)]
Dear Sir/Madam,
RE: [STATEMENT OF THE PERMISSION]
I am writing to request permission for [state the type of permission you are requesting] on [ date for the requested permission]. I will be held up because [reason for requesting the permission].
I will be done with [what you are going to do] in one week, and I guarantee you that I will be back to work immediately I am done.
Thank you in advance.
Yours Sincerely,
Signature Your Name
Sample Permission Letter for Event in School or College
Computer Teacher
Afrinet International School
05/06/2029
Jonnes Michael
School Principal
Afrinet International School
Dear Madam,
REF: PERMISSION FOR EVENT
I am requesting to use the school entertainment room as space for a computer symposium. The computer students have already prepared their excellent projects. They are all excited for the big day. The event will be held two weeks from now on July 3rd, so I wanted to ask in advance if we can get the space for our preparation.
If it is possible, kindly let us have space for a day or two before the event. This is because we need to set up work stations for the projects. We are expecting ten schools who will be accompanied by their teachers. The total number will be 150, including judges for the project. The event is scheduled to start at 9.00 AM to give time to those having complex projects to do their own setup.
The end time should be 3:00 PM to give time for the proper arrangement of the entertainment room and for those going far to have enough time.
Looking forward to hearing from you.
Yours Sincerely,
Ann Catherine
Sample Permission Request Letter for Event in Office
Victoria John
Head of Hospitality Department
Netscore Limited Solutions
05/06/2029
Dear Madam,
RE: REQUEST PERMISSION FOR AN EVENT
I am writing this letter on behalf of the Christmas committee this year. As you know, we hold a Christmas party for all employees on December 23rd. The event is scheduled to be in the new block hall because of its space and the amazing soundproof feature.
Every year we invite all the employees and their families to the event as a way of keeping us close. The statistics have always given us a number range of 100 to 200. We need to book this space early enough so that we can get the measurements for the decorations that we will put in place. We also need to know of how the arrangement will be and get the right furniture for space.
I will appreciate if you give us feedback in a month so that we can start with our plans.
We are all excited to get the space for the event.
Looking forward to hearing from you.
Yours Sincerely,
Teddy Sam
Sample Permission Request Letter for Event in the Society
Johnson Martin
Program Manager
Keyston Town Council
Mayer Street
5/6/2029
Dear Sir,
RE: REQUEST PERMISSION FOR AN EVENT
My name is July Jones, and I am a resident of Keystone. I am part of a leadership foundation, and each year we hold an event to give back to society. The foundation is known as Leaders for Tomorrow Foundation. This year the event has been planned to be held in our society.
The event is attended by all the participants of the foundation because it is part of the program. Our program this year is geared towards the youth and children in society. The day is usually spent talking to the concerned audience and having a general meet up. The meet up is usually held in the afternoon, where we all get to gather together and share a meal as we do our conclusions of the day.
The event is scheduled to take place on October 20th, 2029. If possible, kindly give us feedback in the next two weeks so that we can start surveying the area for the suitable exercises and activities of the day. We are 200 participants, and the number from the community we will be at is unknown.
It will be a great honor and privilege to host our event in society. We will leave the place better than we found it. Scheduled start time is 10.00 AM and the end time is 4.00 PM so that we clean up the place and still have enough time to travel back to our homes.
I am looking forward to your feedback.
Yours Sincerely,
Jully Jones
Sample Permission Request Letter to Police for an Event
Juliana Ann
Chairperson
Health and Wellness Society
JoyTown
05/06/2029
The Commissioner of Police
Department of Police
JoyTown
Dear Sir,
RE: REQUEST PERMISSION FOR AN EVENT
I, Ms. Juliana, Chairperson of Health and Wellness Society JoyTown, would like to bring to your attention to our marathon. Our organization has planned a marathon on September 4th, 2029.
We will have around 2000 people in the event. The marathon will start from Peace International stadium to Unity Stadium, covering a distance of 10 kilometers. The event will start on Friday morning at 7.30 AM and will end at 10:30 AM. We will ensure that no rules are broken during this event, and we would request your department to kindly permit us to organize this event and also provide us with the necessary assistance.
We would appreciate it if you grant us permission for the event as early as possible so that we can start planning for the event. If you need any further details, feel free to contact me.
Looking forward to getting feedback from you.
Yours Sincerely,
Juliana Ann
Sample Permission Request Letter to Host an Event
Juliet Davis
Principal
Gifted Academy
05/06/2029
William Key
Mayor
Grace Municipal Council
Georgia
Dear Sir,
I am writing this letter to ask for your approval to host the Golden Heart Event at the park. Golden Heart is a program where students and faculty raise money for the Heart of Compassion Children’s Home.
Golden Heart is more than just a fundraiser. It brings a sense of community for the entire school. Students, teachers, and principals all come together to work towards a common goal: raising resources for the children. Our event is done in any fashion: in the morning or after classes or during the class sessions. The great thing about the event is that w get to invite other schools and it is also open to the public.
Through the years, this fundraising has boosted the children’s home in a way that has never brr seen before. We started the event back in 2013, and we are still growing.
Once you permit us to host, we will pick a date and time for the event.
I hope to get positive feedback.
Yours Sincerely,
Juliet Davis
Tips for Writing Permission Request Letter for Event
- Aim: Remember, the letter aims to convince the reader to grant you the permission you need. So, the letter should be direct and detailed without any confusion.
- Straightforward: Let the reader know what you are asking permission for and why. You should be clear with the request as you follow through the required rules.
- Be Courteous and Easy: It is up to you to make the reader feel as good as possible about granting you the request. Make sure the deal you make with the reader is easy on their end so that they can feel secure about it.
- Research: Before you start your letter for permission, research on previous events as if there were any rules to follow, and how previous events got approved.
Can you ask permission to host an event that is not allowed? As long as under normal circumstances, something is not allowed, then writing a letter to ask for permission about it will not make a difference. When writing a permission letter, it is very key, to be honest about your intentions on the day of the event. Always provide a quick contact (for example, phone number, active email address) when you need urgent feedback and for future reference.
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